Revising Quotes (Duplicate, Edit, Resend) with Version History

Revising Quotes (Duplicate, Edit, Resend) with Version History

Quote revisions are normal in freight: dates move, scope changes, accessorials are added, and rates refresh. The goal is to revise quickly without losing control of what changed or confusing the customer. Velocity supports this by letting teams clone (duplicate), edit, and resend quotes, while keeping a version history that documents changes for audit and accountability.

This guide explains when to duplicate vs revise, what should trigger a new version, how to communicate changes clearly, and what to document internally.

When to Duplicate vs Revise (Use Cases)

Duplicate (Clone) a quote when you need a new path without changing the original

Use duplication when the original quote should remain intact as a reference, and you want a separate quote for a different scenario.

Common use cases:

• Offering multiple options (e.g., economy vs priority, different carriers, different service levels)
• Quoting the same customer but with a different lane (origin/destination changed)
• Creating a quote for a similar shipment (same customer, same route, updated weights/volume)
• Building an alternative quote for negotiation (different margin strategy or inclusions)

Outcome: you preserve the original quote and send a separate option without mixing revisions into one thread.

Revise (Edit) a quote when the customer is reviewing one offer and needs updates

Revise a quote when it is still the same commercial “deal,” but details must be corrected or updated.

Common use cases:

• Correcting shipment details (weight, volume, equipment)
• Adding or removing accessorials (pickup, delivery, customs, insurance)
• Updating validity dates
• Fixing charge line items (missing surcharge, incorrect currency, wrong charge name)

Outcome: the customer sees an updated version of the same quote, with a clear history of changes.

What Should Trigger a New Version

Create a new quote version whenever changes could affect the customer’s decision, the price, or the validity of the offer.

Pricing-impact changes

• Rate updates (new contract version, refreshed live rate, new spot price)
• Currency or exchange-rate changes (if conversion is applied)
• Markup/margin rule changes or customer-specific pricing adjustments
• Surcharge changes (fuel, peak season, security, agent fees)

Scope changes

• Port-to-port vs door-to-door changes
• Pickup/delivery added or removed
• Customs clearance added or removed
• Service level changes (standard vs express) or routing constraints

Validity changes

• Quote expiry date changed
• Rate validity window changed (effective dates shifted)
• Customer requested an extension beyond the original expiry

Compliance or terms changes

• Inclusions/exclusions updated
• Special handling or restricted commodity requirements added
• Payment terms or acceptance conditions changed

Rule of thumb: if the customer could reasonably ask “Is this the same offer?” then issue a new version and communicate the delta.

Communicating Revisions to Customers (Clear Deltas, New Validity)

Customers lose confidence when revisions are ambiguous. Always make changes explicit.

What to include in your revision message

1. What changed (1–3 bullets, plain language)
2. Why it changed (scope update, refreshed rate, added service)
3. What stayed the same (if relevant)
4. New validity/expiry (clearly stated)
5. Next step (confirm acceptance or proceed to booking)

Best practices for customer clarity

• Avoid sending multiple revised PDFs without context; keep one primary quote reference.
• Highlight the new total and new validity date in the message.
• If you share via link, ensure the customer can access the latest version easily.
• If the revision increases price, add a short explanation tied to scope or rate refresh.

Audit Expectations (What to Document Internally)

Version history is only useful if teams document changes consistently. Use these internal practices:

Minimum internal notes to capture per version

• Reason for revision (scope change, rate refresh, correction)
• Summary of changes (what lines or sections changed)
• Source of change (customer request, carrier update, system rule change)
• Approver (if your process requires approval for margin or discount changes)

What should be auditable

• Who created the revision and when
• Which inputs changed (customer, lane, service, validity, surcharge logic)
• Which pricing rules were applied (or overridden)
• Previous totals vs new totals (delta visibility)

Governance recommendations

• Restrict who can apply overrides to margins/discounts.
• Require notes for any manual override or exception.
• Use duplication for “option B” instead of editing the original quote—this reduces confusion and preserves comparability.